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456 Book IV: Photoshop CS5 Chapter 7: Creating a Good Image In This Chapter ✓ Understanding the histogram ✓ Getting ready to correct an image ✓ Making a good tone curve ✓ Editing adjustment layers ✓ Testing your printer C onsidering all the incredible things you can in Photoshop, you can easily forget the basics Yes, you can create incredible compositions with special effects, but people who look greenish detract from the image Get in the habit of building good, clean images before heading into the artsy filters and fun things Color correction isn’t complicated and, if it’s done properly, produces magical results in your images In this chapter, you see how to use the values you read in the Info panel and use the Curves panel to produce quality image corrections Reading a Histogram Before making adjustments, look at the image’s histogram, which displays an image’s tonal values, to evaluate whether the image has sufficient detail to produce a high-quality image In Photoshop CS5, choose Window➪ Histogram to display the Histogram panel The greater the range of values in the histogram, the greater the detail Poor images without much information can be difficult, if not impossible, to correct The Histogram panel also displays the overall distribution of shadows, midtones, and highlights to help you determine which tonal corrections are needed Figure 7-1 shows a good, full histogram that indicates a smooth transition from one shade to another in the image Figure 7-2 shows that when a histogram is spread out and has gaps in it, the image is jumping too quickly from one shade to another, producing a posterized effect Posterization is an effect that reduces tonal values to a limited amount, creating a more defined range of values from one shade to another It’s great if you want it but yucky if you want a smooth tonal change from one shadow to another 458 Reading a Histogram Figure 7-1: A histogram showing smooth transitions from one color to another Figure 7-2: A histogram showing a lack of smoothness in the gradation of color So how you create a good histogram? If you’re scanning, make sure that your scanner is set for the maximum number of colors Scanning at 16 shades of gray gives you 16 lines in your histogram — not good If you have a bad histogram, we recommend that you rescan or reshoot the image If you have a good histogram to start with, keep it that way by not messing around with multiple tone correction tools Most professionals use the Curves feature — and that’s it Curves (choose Image➪ Adjustments➪Curves), if used properly, all the adjusting of levels (brightness and contrast) and color balance, all in one step You can read more about curves in the section “Creating a Good Tone Curve,” later in this chapter Figure 7-3 shows what happens to a perfectly good histogram when someone gets too zealous and uses the entire plethora of color correction controls in Photoshop Just because the controls are there doesn’t mean that you have to use them Reading a Histogram 459 Figure 7-3: Tonal information is broken up If a Warning icon appears while you’re making adjustments, double-click anywhere on the histogram to refresh the display Breaking into key types Don’t panic if your histogram is smashed all the way to the left or right The bars of the histogram represent tonal values You can break down the types of images, based on their values, into three key types: ✦ High key: An extremely light-colored image, such as the image shown in Figure 7-4 Information is pushed toward the right in the histogram Color correction has to be handled a little differently for these images to keep the light appearance to them Figure 7-4: A high key image is a light image Book IV Chapter Creating a Good Image ✦ Low key: An extremely dark image, such as the one shown in Figure 7-5 Information is pushed to the left in the histogram This type of image is difficult to scan on low-end scanners because the dark areas tend to blend together with little definition 460 Reading a Histogram Figure 7-5: A low key image is a dark image ✦ Mid key: A typical image with a full range of shades, such as the image shown in Figure 7-6 These images are the most common and easiest to work with In this chapter, we deal with images that are considered mid key Figure 7-6: A typical image with a full range of values is a mid key image Setting up the correction To produce the best possible image, try to avoid correcting in CMYK (Cyan, Magenta, Yellow, Black) mode If your images are typically in RGB (Red, Green, Blue) or LAB mode (L for lightness, and A and B for the color-opponent dimensions), keep them in that mode throughout the process Convert them to CMYK only when you’re finished manipulating the image Creating a Good Tone Curve 461 Don’t forget! Press Ctrl+Y (Windows) or Ô+Y (Mac) to toggle on and off the CMYK preview so that you can see what your image will look like in CMYK mode without converting it Set up these items before starting any color correction: Select the Eyedropper tool (the keyboard shortcut is I); on the Options bar, change the sample size from Point Sample to by Average in the Sample Size drop-down list This setting gives you more accurate readings If the Histogram panel isn’t already visible, choose Window➪ Histogram If the Info panel isn’t already visible, choose Window➪Info to show the Info panel so that you can check values Make sure that your color settings are correct If you’re not sure how to check or set up color settings, see Chapter of this minibook Creating a Good Tone Curve A tone curve represents the density of an image To produce the best image, you must first find the highlight and shadow points in it An image created in less-than-perfect lighting conditions may be washed out or have odd color casts See Figure 7-7 for an example of an image with no set highlight and shadow Check out Figure 7-8 to see an image that went through the process of setting a highlight and shadow Book IV Chapter Creating a Good Image Figure 7-7: The image is murky before defining a highlight and shadow 462 Creating a Good Tone Curve Figure 7-8: The tonal values are opened after highlight and shadow have been set To make the process of creating a good tone curve more manageable, we’ve broken the process into four parts: ✦ Find the highlight and shadow ✦ Set the highlight and shadow values ✦ Adjust the midtone ✦ Find a neutral Even though each part has its own set of steps, you must complete all four parts to accomplish the task of creating a good tone curve (unless you’re working with grayscale images, in which case you can skip the neutral part) In this example, an adjustment layer is used for the curve adjustments The benefit is that you can turn off the visibility of the adjustment later or double-click the adjustment layer thumbnail to make ongoing edits without destroying your image Finding the highlight and the shadow In the noncomputer world, you’d spend a fair amount of time trying to locate the lightest and darkest parts of an image Fortunately, you can cheat in Photoshop by using some features in the Curves panel Here’s how to access the panel: With an image worthy of adjustment — one that isn’t perfect already — choose Window➪Layer (if the Layers panel isn’t already open) Click and hold the Create New Fill or Adjustment Layer button at the bottom of the Layers panel and select Curves The Adjustments panel appears with the Curves panel active, as shown in Figure 7-9 Creating a Good Tone Curve 463 Figure 7-9: Access the Curves panel with the Create New Fill or Adjustment Layer button Notice the grayed-out histogram behind the image in the Curves panel The histogram helps you determine where you need to adjust the image’s curve If you’re correcting in RGB (as you should be), the tone curve may be the opposite of what you expect Instead of light to dark displaying as you expect, RGB displays dark to light Think about it: RGB is generated with light, and no RGB means that there’s no light and you therefore have black Turn on all RGB full force and you create white Try pointing three filtered lights — one red, one green, and one blue The three lights pointed in one direction create white If working with RGB confuses you, simply select Curves Display Options from the panel menu in the upper right corner of the Adjustments panel When the Curves Display dialog box appears, as shown in Figure 7-10, select the Pigment/Ink % radio button and click OK Book IV Chapter Creating a Good Image Figure 7-10: View the curve using light or pigment If you need a little more space in the Curves panel, click the Expanded View button at the bottom of the Curves panel The panel enlarges 464 Creating a Good Tone Curve Note that in the Curves panel, you see a Preset drop-down list that offers quick fixes using standard curves for certain corrections These settings are great for quick fixes, but for the best image, create a custom curve The first thing you need to in the Curves panel is determine the lightest and darkest parts of the image — referred to as locating the highlight and shadow: Before starting the correction, click the Set Black Point eyedropper once (labeled in Figure 7-11) Hold down the Alt (Windows) or Option (Mac) key and click the shadow input slider (labeled in Figure 7-11) If you did not change your Curve Display Options to display Pigment/ Ink%, your highlight and shadow sliders will be opposite of what appears in Figure 7-11 Set Gray Point Set White Point Set Black Point Figure 7-11: The critical tools on the Curves panel Highlight slider Shadow slider When you Alt-click (Windows) or Option-click (Mac), the clipping preview turns on, revealing the darkest area of the image If you don’t immediately see a dark area in the clipping preview, you can drag the shadow input slider to the left while holding down the Alt key or Option key Note where the darkest area of the image appears Hold down the Shift key and click directly on the image in that dark region This step drops a color sampler on the image that helps you reference that point later Creating a Good Tone Curve 465 Repeat Steps through with the highlight input slider Select the Set White Point eyedropper (labeled in Figure 7-11) in the Curves panel Hold down the Alt key or Option key and click the highlight input slider Again, you can drag the slider toward the right if the lightest point doesn’t immediately show up When you locate the lightest point, as indicated by the lightest point in the clipping preview, you can Shift-click to drop a second color sampler, as shown in Figure 7-12 Figure 7-12: You can Alt-click or Option+ Shift-click to drop a color sampler Setting the highlight and shadow values After you determine the lightest and darkest points in an image, you can set their values Follow these steps: To activate the eyedropper tools, select the Click and Drag button, shown in Figure 7-13 Double-click the Set White Point eyedropper, the white eyedropper on the left side of the Curves panel When you double-click the Set White Point eyedropper, the Color Picker dialog box appears Enter a generic value for the lightest point in your image: Type in The Black value helps to correct most images for print and online Creating a Good Image the Cyan text box, type in the Magenta text box, type in the Yellow text box, leave the Black text box at (zero), and then click OK Book IV Chapter Editing Text 551 To change the font that’s used for a word or a range of words, follow these steps: With the TouchUp Text tool, drag over the text you wish to select You may see a Loading System Fonts message followed by another Loading Document Fonts message Depending on the number of fonts installed on your system, it may take a while for this message to disappear Right-click (Windows) or Control-click (Mac) the highlighted text and choose Properties from the contextual menu The TouchUp Properties dialog box appears, as shown in Figure 4-2 Figure 4-2: The TouchUp Properties dialog box In the Text tab, choose the typeface you want to use from the Font drop-down list and make any other changes you want In this dialog box, you can also change the size by selecting or typing a number into the Font Size drop-down list In addition, you can modify the color by clicking the Fill color swatch When you’re satisfied with your changes, click the Close button to apply your changes to the selected text Book V Chapter Editing and Extracting Text and Graphics people won’t notice the difference between Helvetica and Arial or between Times and Times New Roman Fonts with the same name but from different font designers often look very similar For example, Adobe Garamond looks similar to ITC Garamond, even though they’re two different fonts 552 Editing Text Typewriter tool You can use the Typewriter tool to type anywhere on the document This tool resembles the Text Box tool, though its default properties are different Access the Typewriter tool by choosing Tools➪Typewriter➪Show Typewriter Toolbar Then select the Typewriter icon, position your cursor where you want to begin typing and type, pressing the Enter or Return key whenever you want to add a line The Increase and Decrease size buttons will enlarge or diminish your type size Likewise, to change the leading, you select the text and click the Increase or Decrease Line Spacing buttons You can move or resize the Typewriter block by selecting it with the Select tool and either moving or resizing the text box Your text remains editable So, if you’ve made a mistake and want to correct it, or want to add or delete text, you select the Typewriter tool again and double-click in the type box Using the TouchUp Object tool to edit graphics You can use the TouchUp Object tool to access editing software for modifying graphics For example, you can use the TouchUp Object tool to select a graphic, bring the graphic into Photoshop, and then save the modified version back into the PDF file In other words, you can edit the graphics used in PDF documents, even if you don’t have access to the original graphic files To edit a photographic file from Acrobat in Photoshop, follow these steps: Select the image with the TouchUp Object tool, right-click (Windows) or Control-click (Mac) on a photographic image with the TouchUp Object tool, and then choose Edit Image from the contextual menu The image file opens in Adobe Photoshop With the many tools of Photoshop, make the necessary changes to the graphic and then choose File➪Save When you return to the PDF file in Acrobat, the graphic is updated automatically in the PDF document If you have the original graphic file, it remains untouched — only the version used within the PDF file is modified It isn’t necessary to have the original graphic file to perform these steps You can also use Acrobat to edit vector objects from within PDF files, such as those created with Adobe Illustrator Just follow these steps: Exporting Text and Graphics 553 Select a piece of vector artwork with the TouchUp Object tool, rightclick (Windows) or Control-click (Mac) the vector artwork, and then choose Edit Object from the contextual menu If you’re editing a complex illustration, be sure to select all its components by holding down the Ctrl (Windows) or Ô (Mac) key while clicking them with the TouchUp Object tool After choosing Edit Object, the object opens for editing in Adobe Illustrator Make the necessary changes in Illustrator, choose File➪Save The graphic is updated in the PDF document If Acrobat doesn’t start Photoshop or Illustrator after choosing the Edit Image or Edit Object command, you may need to access preferences by choosing Edit➪Preferences➪Touch Up and then specifying which programs should be used for editing images or objects You can also use the TouchUp Object tool to edit the position of text or graphic objects on a page, which includes the ability to relocate individual lines of text or to change the position of a graphic on a page After you select an object with the TouchUp Object tool, you can simply drag it to a new location on the page Exporting Text and Graphics Although editing text and graphics is helpful, you may need to take text or images from a PDF document and use them in another file Fortunately, Acrobat also includes tools to make this a breeze Of course, you should always make certain that you have the permission of the owner of a document before reusing content that isn’t your original work You need the Select & Zoom toolbar for extracting text and graphics, so make sure that it’s visible If it isn’t, choose View➪Toolbars➪Select & Zoom You can export text, images, or charts from Acrobat by copying and pasting, by saving as a specific file type, or by using the Snapshot tool These methods are discussed in detail in the following sections Editing and Extracting Text and Graphics Note: Acrobat displays Edit Object in the contextual menu if it detects a vector object, and it displays Edit Image if it detects a bitmap image Acrobat also displays Edit Objects (note the plural) if you have more than one object selected Book V Chapter 554 Exporting Text and Graphics Exporting text with Select, Copy, and Paste Make sure that the Select & Zoom toolbar is visible (choose View➪ Toolbars➪Select & Zoom) and then follow these steps to select, copy, and paste text from a PDF file: With the Select tool, highlight the text you want to export The Select tool is the I-bar/black arrow in the toolbar When you hold the arrow over a section of your document, it turns into an I-bar cursor, which you can drag to select the text you want to copy If the Cut, Copy, and Paste commands are unavailable after you’ve selected some text, the author of the document may have set the security settings to disallow copying If you can’t select the text, you may be trying to copy text that is part of an image Right-click (Windows) or Control-click (Mac) the selected text and choose Copy from the contextual menu Being able to extract the text out of a PDF document by selecting and copying it is useful if you don’t have access to the original source document, but you need to use the text from a PDF file Open another text-editing program, such as Adobe InDesign or Microsoft Word You can paste the copied text into a new document or a preexisting file Insert your cursor in the document at the appropriate spot and choose File➪Paste or Edit➪Paste The text is pasted into the document, ready for you to use Exporting text with Save As The File➪Save As command exports all the text in your PDF file The Save as Type drop-down list gives you various format options After choosing an option and any settings, click the OK button to select the settings and click the Save button to save the text The File➪Export command gives you the same options Here are the formats you can use to export text: ✦ Microsoft Word Document: Click the Settings button to choose whether to save the comments or images with your document If you choose to save the comments or images, you can select additional formatting options ✦ Rich Text Format: Click the Settings button to choose whether to save the comments or images with your document If you choose to save the comments or images, you can select additional formatting options Exporting Text and Graphics 555 ✦ Text (Accessible): Use this format to create a file that can be printed to a Braille printer ✦ Encapsulated PostScript, PostScript: These formats are generally used by commercial printers or IT professionals that need PostScript output ✦ Various Adobe PDF options, such as PDF/E for engineering or PDF/A for archiving: These are used to switch to a specific subset of the PDF file format used for a particular industry or line of work ✦ Various graphics formats (JPEG, JPEG2000, PNG, TIFF): If you choose one of these options, your text will no longer be editable as the entire PDF pages are converted to an image Text that’s copied from a PDF file is no longer linked to the original document Edits made to the extracted text aren’t reflected within the PDF file, and it’s extremely difficult to have the extracted text reinserted into the PDF document Think of the extraction process as a one-way trip for the text, which can be extracted but not reinserted You can also copy text within a table to the Clipboard or open it directly in a spreadsheet program, such as Microsoft Excel, and maintain the table’s formatting after it’s extracted Just follow these steps: Click the Select tool and click and drag to select the text in the table Depending upon how the table was created, you may also be able to position your cursor just outside the edge of the table and then draw a box around a table A border appears around the selected table Right-click (Windows) or Control-click (Mac) and choose Open Table in Spreadsheet from the contextual menu Alternatively, you can save the table directly to a file or copy to the Clipboard to be pasted later: If Acrobat has trouble identifying the text in the table, it may be saved as an image file, which is not editable text • To save the table directly to a file, choose Save as Table from the contextual menu • To copy the table to the Clipboard so that you can paste it into other documents, choose Copy as Table from the contextual menu The table opens in Excel or whatever spreadsheet program you have installed on your computer And that’s it You can now use that table in another program Editing and Extracting Text and Graphics ✦ Text (Plain) (Secondary Settings): This format creates a plain vanilla file with no formatting You can save some secondary options in various file encodings Also, you can select to save the images in your PDF in a separate images folder Book V Chapter 556 Exporting Text and Graphics Extracting graphics You can also extract graphics from PDF files, but extracting graphics is very different from editing them We discuss editing graphics and vector objects earlier in this chapter When editing graphics, you open the original graphic file at its highest possible quality Extracting graphics is different because they’re removed at the quality of the screen display resolution, which may be of much lower quality than the original, embedded graphics With the Select tool, right-click (Windows) or Control-click (Mac) an image, or drag with the Select tool to select a part of the image Then you can either drag and drop the selection into an open document or choose Copy Image from the contextual menu The image is now available to be pasted into other applications The other option in the contextual menu is to Save Image As and save the selected area as a BMP graphics file Snapshot tool You can use the Snapshot tool to select both text and images and create a picture of a certain area within a PDF file The result is commonly referred to as a screen grab of a section within a PDF file The result is an image, and your text is no longer editable To use the Snapshot tool, choose Tools➪Select & Zoom➪Snapshot Tool You then have two options ✦ After you select the Snapshot tool, click anywhere in the page The snapshot tool automatically captures everything displayed on the screen ✦ After you select the Snapshot tool, click and drag a rectangle around an area of the page You can include text and images The area you’ve selected will be saved to the Clipboard so that you can paste it into another document The Snapshot tool remains active so that you can keep selecting areas and saving them to the Clipboard However, the previous selection in your Clipboard is deleted when you make a new selection So, make certain you’ve pasted a selection into your other document before you make a new selection You have to select another tool to deactivate the Snapshot tool Chapter 5: Using Commenting and Annotation Tools In This Chapter ✓ Adding comments to PDF files ✓ Working with comments O ne of the fantastic features of Acrobat is the capability to mark up documents electronically with virtual sticky notes, or comments You can mark up text to indicate changes and add annotations and drawing comments to a PDF (Portable Document Format) file The Acrobat commenting tools don’t change the original file, and you can remove the comments at any time, which means you can disable comments for printing or viewing at any time In this chapter, we describe these great features and show you how to put them to work for you Creating Comments with the Comment & Markup Toolbar You can easily add annotations to PDF files, including stamps, text highlights, callouts, and electronic sticky notes by using the Comment & Markup toolbar, which you can access by clicking the Comment option in the Tasks toolbar You can then choose Show the Comment & Markup Tools You can also access the Comment & Markup toolbar by choosing View➪ Toolbars➪Comment & Markup The Comment & Markup toolbar, as shown in Figure 5-1, provides several tools for adding comments to PDF documents It also includes a Show menu to help manage comments and the process of adding comments We discuss these tools in the following sections The Sticky Note tool Use the Sticky Note tool to add electronic sticky notes to your files You can click the location where you want the note to appear within a PDF document An icon, representing the note, appears, along with a window where you can enter text After entering text in the sticky note, close the window so that the document isn’t hidden beneath it 558 Creating Comments with the Comment & Markup Toolbar Oval tool Figure 5-1: The Comment & Markup toolbar Rectangle tool Pencil tool Line tool Stamp tool Highlight tool Arrow tool Callout tool Cloud tool Text Box tool You can change the icon and color used to represent the note by rightclicking (Windows) or Control-clicking (Mac) the note and choosing Properties from the contextual menu In the Properties dialog box that appears, make the changes to the note icon or color and then click Close The Text Edits tool The Text Edits tool is actually six separate text commenting tools Use these tools to replace selected text, highlight selected text, add a note to selected text, insert text at cursor, underline selected text, and cross out text for deletion To use the Text Edits tool, follow these steps: Choose the Text Edits tool and drag to select text that requires a change or comment Click the arrow to the right of the Text Edits tool to access the dropdown list containing your six choices Choose an option from the list of available editing choices: • Replace Selected Text: Replaces the selected text • Highlight Selected Text: Highlights the selected text • Add a Note to Selected Text: Allows you to add a note to the selected text • Insert Text at Cursor: Places a cursor at the end of the selected text • Underline Selected Text: Underlines the selected text • Cross Out Text for Deletion: Crosses out the selected text Your selected text changes, depending on what you choose from the list Creating Comments with the Comment & Markup Toolbar 559 The Stamp tool You can use stamps to identify documents or to highlight a certain part of a document Common stamps include Confidential, Draft, Sign Here, and Approved The stamps are grouped into sections Some stamps automatically add your default username along with the date and time you applied them to the document; these stamps are available under the Dynamic category in the Stamps menu The more traditional business stamps, such as Confidential, appear under the Standard Business category You can access each of the different categories by clicking the arrow to the right of the Stamp tool in the Comment & Markup toolbar, as shown in Figure 5-2 Figure 5-2: Access the different types of stamp groups To apply a stamp to your document, follow these steps: Select the Stamp tool from the Comment & Markup toolbar Click the arrow to the right of the Stamp tool and from the menu, choose the stamp you want to apply to the document Drag within your document at the location where you want the stamp to appear Book V Chapter Using Commenting and Annotation Tools After selecting the text that requires a comment, you can press the Delete or Backspace key to indicate a text edit to remove the text Similarly, you can start to type, and Acrobat will create an insertion point Also, if you rightclick (Windows) or Control-click (Mac) after selecting the text, you can select the type of edit or comment you want to insert from the contextual menu 560 Creating Comments with the Comment & Markup Toolbar The Highlight Text, Underline Text, and Cross Out Text tools The Highlight Text, Cross Out Text, and Underline Text tools provide the same functionality and options that are available with the Text Edits tool, but with easier access If you want to delete the highlighted, crossed-out, or underlined formatting to your text, just click the formatted area and hit the Delete or Backspace key Your text will remain, but the formatting will disappear To highlight text, follow these steps: Select the Highlight Text tool from the Comment & Markup toolbar Drag over the text that you want highlighted The text is now highlighted To underline text, follow these steps: Select the Underline Text tool by selecting Tools➪Comment & Markup Tools➪Underline Text Drag over the text that you want underlined The text is now underlined To cross out text, follow these steps: Select the Cross Out Text tool by choosing Tools➪Comment & Markup Tools➪Cross Out Text Tool Drag over the text that you want crossed out The text is now crossed out The Attach File tools With the Attach File tools, you can attach an existing text file, a sound file, or any file copied to the Clipboard from your computer (or computer network) and attach it to the PDF Follow these steps for file and sound attachments: Choose Comments➪Comment & Markup Tools➪Attach a File as a Comment A pushpin icon appears Creating Comments with the Comment & Markup Toolbar 561 Click where you want the attachment noted The Add Attachment dialog box appears attach and click the Select button You can attach text, graphic, or sound files Select the type of icon to represent the attached file and then click OK Several types of icons can represent the attached file You can select a paperclip, a graph, a pushpin, or a tag Whatever icon you select appears on your document to denote that another file is attached When you roll over the icon, a little annotation appears telling you the filename With the Record Audio Comment tool, you can share a verbal comment by using a microphone and recording a message directly into the PDF The sound is added as a comment The file(s) that you attach with the Attach File tools becomes embedded within the PDF file The attached file remains in its original file format, even if the attached file isn’t a PDF file For example, you can attach an Excel spreadsheet to a PDF document The drawing tools There are three shape tools, two line tools, and a pencil in the Comment & Markup toolbar Use the drawing tools to add lines, ovals, rectangles, and other shapes to your PDF file These shapes can call attention to specific portions of a document To use the Cloud Shape tool, follow these steps: Select the Cloud Shape tool from the Comment & Markup toolbar Click in your document to begin the shape Click again in another position to set the length of the first part of the cloud and then click again to begin shaping your cloud Click as often as you like to create your shape When you’re finished with your shape, double-click to close the cloud shape While the Cloud Shape tool is selected, click the shape you created and drag the corner points to resize, if necessary Using Commenting and Annotation Tools In the Add Attachment dialog box, browse to the file that you want to Book V Chapter 562 Creating Comments with the Comment & Markup Toolbar After creating the cloud shape, right-click (Windows) or Control-click (Mac) the shape and choose Properties from the contextual menu to change the color and thickness of the line values; when you’re finished, click OK You can also use the Style drop-down list in the Properties dialog box to change the appearance of a selected comment Instead of the cloud edges, you can change them to dotted lines, dashed lines, and so on To use the rectangle and oval shapes, follow these steps: Select either the Rectangle or Oval Shape tool from the Comment & Markup toolbar Click and drag in your document to draw the shape While the drawing tool you chose is selected, click the shape you created and drag the corner points to resize, if necessary After creating the shape, right-click (Windows) or Control-click (Mac) the shape and choose Properties from the contextual menu to change the color and thickness of the line values; when you’re finished, click OK You can also use the Style drop-down list in the Properties dialog box to change the appearance of the shape The Text Box tool When creating notes that you want to prominently display on a document, you can use the Text Box tool Follow these steps to add a text box to hold your comments: Select the Text Box tool from the Comment & Markup toolbar A text field is placed directly on the document Drag to add the comment Right-click (Windows) or Control-click (Mac) and choose Properties from the contextual menu to set the color of the text box that contains the note Make your choices to modify the appearance of the text box and then click OK You can select the text box and move it to another position any time you want You can resize the text box by dragging an anchor point Creating Comments with the Comment & Markup Toolbar 563 The Callout tool To use the Callout tool, follow these steps: Select the Callout tool from the Comment & Markup toolbar Click where you want the arrowhead point to be Drag up or down or to the side to position the text box and begin typing You can click the text box and then use the anchor points on the line to resize the box Right-click (Windows) or Control-click (Mac) and choose Properties from the contextual menu to set the color of the callout text box You can change the size, color, and font characteristics of the text in the callout text box Make your choices to modify the appearance of the callout text box and then click OK You can select the callout text box and move it to another position any time you want You can resize the text box by dragging an anchor point The Pencil tool With the Pencil tool, you can create freeform lines on your documents These lines can be useful when you’re trying to attract attention to a specific portion of a page Just follow these steps: Select the Pencil tool from the Comment & Markup toolbar Click and drag to draw on your document Edit the color and thickness of lines created with the Pencil tool by right-clicking (Windows) or Control-clicking (Mac) the line and choosing Properties from the contextual menu Alternatively, you can press Ctrl+E (Windows) or Ô+E (Mac) to access the Properties toolbar Make your choices and click OK Using Commenting and Annotation Tools The Callout tool creates a callout text box that points to a section of your document with an arrow The callout text box is made up of three parts: the text box, the knee line, and the end point line You can resize each part individually to customize the callout area of your document Book V Chapter 564 Managing Comments By right-clicking (Windows) or Control-clicking (Mac) the Pencil tool, you can choose the Pencil Eraser tool Use the Pencil Eraser tool to remove portions of lines that had previously been created with the Pencil tool Managing Comments One of the most powerful features of PDF commenting is the ability to easily manage and share comments and annotations among reviewers For example, you can determine which comments are displayed at any time, and you can filter the comments by author or by the type of commenting tool used to create the comment In addition, you can indicate a response to a comment and track the changes that may have been made to a document based upon a comment Also, you can consolidate comments from multiple reviewers into a single document Viewing comments You can use any of several methods to see a document’s list of comments: ✦ Click the Comments tab along the bottom left side of the document window in the Navigation panel ✦ Choose Comment➪Show Comments List ✦ Choose View➪Navigation Panels➪Comments No matter which method you use, the Comments List window that shows all the comments in the document appears along the bottom of the Document window You can see the author of each comment and any notes entered by reviewers By clicking the plus sign to the left of a comment, you can view more information about it, such as what type of comment it is and the date and time it was created If you’ve clicked the plus sign to the left of the comment to expand the view, it changes to a minus sign, which you can then click to return to the consolidated view showing only the author and the initial portions of any text from the note To the right of the plus sign is a check box that you can use to indicate that the comment has been reviewed or to indicate that a certain comment needs further attention Use these check boxes for your own purposes; their status doesn’t export with the document if you send the file to others, so they’re for your personal use only Managing Comments 565 Changing a comment’s review status To change the status of a comment, follow these steps: Choose Comments➪Show Comments List to see the entire list of comments and the status of each one You can also click the Comments tab located on the bottom left side of the screen to display the comments In the Comments List, right-click (Windows) or Control-click (Mac) a comment and choose Set Status➪Review from the contextual menu Select Accepted, Rejected, Cancelled, or Completed, depending on what’s appropriate to your situation The comment you modified appears in the list, showing the new status you assigned to it Replying to a comment You can right-click (Windows) or Control-click (Mac) a comment in the Comments List and choose Reply from the contextual menu to add a followup note to the comment This way, new comments can be tied to existing comments If your documents go through multiple rounds of review, adding a reply allows a secondary or final reviewer to expand on the comments from an initial reviewer This also allows an author or designer to clearly respond to the suggestions from an editor Collapsing or hiding comments Because the Comments List can become rather large, you can choose to collapse all comments so that only the page number on which comments appear is displayed in the list To so, click the Collapse All button in the upper left of the Comments List window; it has a minus sign next to it To view all comments, click the Expand All button in the same location; this button has a plus sign next to it To hide all the comments within a document, click and hold the Show button on the Commenting toolbar and choose Hide All Comments You can then click the Show button in the Comments toolbar and choose to show comments based upon ✦ Type of comment, such as note, line, or cross out ✦ Reviewer, such as Bob or Jane Using Commenting and Annotation Tools Acrobat makes it easy to indicate whether a comment has been reviewed, accepted, or has additional comments attached to it Book V Chapter ... cover every format in this chapter (some are specific to proprietary workflows), but we show you which formats are best for the typical workflow you may face 50 6 Choosing a File Format for Saving... necessary information to save the file correctly for both print and the Web We cover the file format choices before moving on to the proper use of the Save for Web & Devices feature (for saving... eyedropper The Color Picker dialog box appears Type 65 in the Cyan text box, type 53 in the Magenta text box, type 51 in the Yellow text box, type 95 into the Black text box, and then click OK As